Data-driven steps

9 min

In workflows, it is possible to track the execution progress based on data from the current process.

Administrators can configure this feature by adding the required number of steps and specifying the conditions for their ‘ongoing’ and 'completed’. These conditions can reference properties that fall within the current administrator's permission scope. However, even end users without permissions to access those specific properties will be able to see the execution or completion status of the steps.

Please also note that if Step node"step" nodes are configured in the current process, they will be overridden by the settings of the current steps.

This feature applies to all processes within the current definition as a whole, rather than to process runs activities.

Setting configuration

Feature configuration

This feature is located in the "Steps" tab

Here you can add the number of steps

Number of added steps

Number of active steps (enabled)

List of added steps

Step header configuration

Option to change the step display order (this change will be visible to the end user)

Step configuration collapse button

Display of the step name in the current interface language (required field)

Rule activation toggle (disabling step without deletion)

Rule deletion button

Step body configuration

Step name input block (multilingual, required field)

"Ongoing/Completed" status condition block

Condition configuration

Add condition property

Add filter group

Select filtering method (AND or OR)

Delete property button

Delete filter group button

Property removed from definition or inaccessible to the current administrator

How it works

In the step settings, the administrator configures the number of steps, their order, their names, and the conditions for displaying them in the "Ongoing" and "Completed" states.

Conditions are configured based on the administrator's property permissions; if the administrator lacks access to specific properties, they cannot select them.

Available properties, including hidden ones, can be selected.

When an end user accesses an process, they see the configured steps at the top, regardless of their own permissions. This allows for the configuration of conditions based on properties that are unknown to the end user.

The execution order of steps need not be sequential; it is based on data rather than the display order. For instance, if "Step 1" is awaiting data that has not yet appeared, while "Step 5" has already received the data needed for completion, "Step 5" will appear green while "Step 1" remains gray.

Rendering conditions

Steps have four states:

gray – the step is not yet due to run

blue – the step is "ongoing"

green – the step is complete

red – the step failed via failed process

The display of a step's state depends on several factors:

process status

fulfillment of one of the conditions

Full list of states

"Completed" condition	"ongoing" condition	Process status	Step color
yes	—	any	green
no	yes	succeeded	blue
no	yes	running	blue
no	yes	failed	red
no	yes	canceled	blue
no	no	any	gray

TLDR:

In summary, there are only four output values:

- Green — step completed;

- Red — step is running, but the process has failed ("ongoing" and failed);

- Blue — step is running with any other process status (‘started’, ‘completed’, ‘cancelled’);

- Gray — step has not yet started (neither ‘completed’ nor ‘ongoing’).

Examples

Running process

Canceled process

Failed process